Reports to: Country Manager – Turkey Office

Location: Ankara, Turkey

Main purpose of position

The role of the Turkey Office Administrator is to coordinate and provide secretarial and administrative support to the Turkey Office under the supervision and guidance of the Turkey Country Manager.

About ICARDA

The International Center for Agricultural Research in the Dry Areas (ICARDA) is a treaty-based international non-profit research organization supported by CGIAR. ICARDA’s mission is to reduce poverty, enhance food, water, and nutritional security, as well as environmental health in the face of global challenges including climate change. We do this through innovative science, strategic partnerships, linking research to development and capacity development that take into account gender equality and the role of youth in transforming the dry areas. ICARDA works in partnership with governments, universities, civil society, national agricultural research organization, other CGIAR Research Centers, and the private sector. With its temporary Headquarters in Beirut, Lebanon, ICARDA operates in regional and country offices across Africa, Asia, and the Middle East. For more information: www.icarda.org

All CGIAR Centers are currently engaged into a reform process (“One CGIAR’”) that will help ICARDA and CGIAR achieve better impact through more strategically integrated research, unified governance, an integrated structure, and new research modalities across participating Research Centers. This transformation is supported by CGIAR donors who have committed to increased funding as a result of these reforms.

Main responsibilities

The position oversees and supports a wide range of institutional activities in Ankara, Turkey as follows:

·        Provide full secretarial, administrative and financial support to the Country Office. This includes providing support in planning activities, coordination, or information sharing on specific projects or activities and accounting financial matters.

·        Coordinate the administrative and logistics aspects of events, meetings, workshops, and travel, as required.

·        Coordinate with the Ministry of Foreign Affairs and General Security on matters related to securing visas and residencies for ICARDA staff and visitors.

·        Follow up on the necessary documents and actions from/to Turkey incoming and outgoing seeds from the International Nurseries and/or other nurseries.

·        Liaise with central corporate services HQ on the organization of internal and external audits and provide support to such audits from the Office.

·        Initiate and follow up on procurement requests, consultants/interns/student requests, and payments in compliance with ICARDA policies and standard practices.

·        Initiate and follow up the financial matters including bank reconciliation, preparation of bank vouchers, cheques and other finance entries.

·        Working closely with the central corporate HR and Finance staff in HQ and provide hands-on support to the administrative services, including providing advice to staff on general HR matters, preparation, and management of contracts for local staff; oversee the payroll for locally recruited staff, including withholding and payment of applicable income taxes.

·        Oversee facilities maintenance, building, and staff safety and security, transport services, and related activities; liaise with related service providers to ensure effective services.

·        Manage the petty cash for the Turkey office.

·        Coordinate the clearances of ICARDA goods with the customs and shipping agents.

·        Prepare the monthly time sheets for Turkey country office staff.

·        Follow up with the bank on matters related to salaries, visa cards, accounts management, and other related financial matters with full coordination with the Finance Department.

Requirements

Education, qualifications and experience

·        BSc business management, or equivalent, with a minimum of three years’ experience in secretarial work and office / administrative support.

·        Demonstrated experience in working on confidential matters, ensuring that discretion is exercised when dealing with sensitive information and inquiries, and ensuring that appropriate confidentiality is maintained at all times.

·        Demonstrated ability to work harmoniously with diverse colleagues and functions.

·        Resourceful and flexible approach.

·        Ability to plan and anticipate problems and to problem solve.

·        Demonstrated proficiency in using Microsoft Outlook, Word and Excel and an ERP.

·        Fluency in English and the relevant national language – spoken and written is essential.

·        Professional, confident, courteous, and helpful manner.

·        Ability to manage and prioritize tasks and time efficiently.

Benefits

Terms of appointment, salary and benefits

This is a full-time nationally recruited staff position for which ICARDA offers an attractive compensation package including a competitive salary, medical insurance, 30 days of annual leave, five months’ maternity leave, 15 days’ paternity leave. The successful candidate will be offered an initial contract of 3 years, renewable subject to continued need for the position, availability of fund and satisfactory performance. The first year will be a probationary period.